Executive Assistant

Executive Assistant will be responsible for providing administrative support to executives.

ESSENTIAL FUNCTIONS:

• Manage executive, calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf. Handle scheduling of business appointments.
• Create and maintain vCard database.
• Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls.
• Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required. Coordinating itineraries with others.
• Prepare and edit correspondence and communications.
• Coordinate meeting set-ups including video conference set-up, ordering food/beverages, preparation of agenda and/or other meeting materials for meetings. vendors and guests.
• Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
• Set-up and maintenance of departmental and/or management files according to established criteria related to; contracts, documents, correspondence, agreements, reports, etc.
• Special projects such as; conducting internet searches, preparing special reports, responding to information requests, preparation of executive materials as required and/or requested.
• Event planning responsibilities including but not limited to; planning corporate events, booking related travel,
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to: setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Responsible for greeting all visitors on behalf of Executives
• Liaise with internal staff at all levels.

NON-ESSENTIAL FUNCTIONS:

• Act as backup for other Assistants.
• Flexible work hours may include weekends, early morning and/or late evening depending on business needs.
• Sort and distribute incoming mail; forward misdirected mail to the appropriate party.
• Access to information requires discretion and judgment to maintain appropriate level of confidentiality

EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)

• Bachelor’s degree and/or related experience plus a minimum of 3 years’ experience in an administrative assistant role.

TECHNICAL SKILL REQUIREMENTS:

• Experience with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
• Experience with video conferencing software is preferred.
• Experience with document management/storage software such as Knowledge Tree required.
• Experience with accounts payable software such as Nexus Payables desirable.
• Experience with office equipment such as printers, copiers, scanners, mail metering machines.
• CIM does not accept unsolicited resumes from Agencies. Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.